How can you build relationships with inexperienced stakeholders?
Building relationships with inexperienced stakeholders can be challenging, but also rewarding. Stakeholders are the people who have an interest or influence in your project, such as clients, sponsors, users, or managers. Inexperienced stakeholders may lack the knowledge, skills, or confidence to participate effectively in the project, or they may have unrealistic expectations or demands. However, with some strategies and skills, you can engage them, educate them, and empower them to contribute positively to your project success. Here are some tips to help you build relationships with inexperienced stakeholders.
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Delpha DiGiacomoProperty & Casualty Strategy & Operational Leader | Head of Claims Investigative Services @ Zurich North America | MBA
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David WatersFinancial Adviser & Relationship Management Coach
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Richard CrollDad of 3 Girls | Regional Sales Manager @ Equifinance | Business Relationship Management, Sales Growth
The first step is to identify who your inexperienced stakeholders are and understand their needs, goals, motivations, and challenges. You can use stakeholder analysis tools, such as a stakeholder map, a power-interest grid, or a RACI matrix, to categorize and prioritize your stakeholders based on their level of influence and interest in your project. You can also conduct interviews, surveys, or workshops to gather more information about their perspectives, preferences, and concerns. By doing this, you can tailor your communication and engagement strategies to suit each stakeholder group.
The second step is to communicate clearly and frequently with your inexperienced stakeholders. Communication is key to building trust, rapport, and understanding. You should use simple and concise language, avoid jargon and acronyms, and explain the project scope, objectives, deliverables, and risks. You should also use different communication channels and formats, such as emails, reports, presentations, or meetings, to suit the preferences and availability of your stakeholders. You should also communicate regularly and proactively, providing updates, feedback, and recognition. By doing this, you can keep your stakeholders informed, involved, and satisfied.
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Communication is an absolute fundamental, for just about everything, let alone stakeholder engagement. Whilst personality types is an imperfect science, however, being able to roughly identify both your own, and others, broad types means you can adjust you normal delivery style and method to that of your junior stakeholder. This will help them to feel more engaged, and in turn, will help with their wider personal and professional development.
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Communication needs to include formal updates (reports, metrics, progress) and informal communication. Get to know your stakeholder. How will your product benefit their organization? What are their biggest challenges or opportunities? What is their preferred method of communication? Once you can create synergies and trust, you can create a collaborative roadmap.
The third step is to educate and coach your inexperienced stakeholders. Education and coaching are essential to help your stakeholders develop the knowledge and skills they need to participate effectively in your project. You should provide them with relevant and accessible information, resources, and tools, such as project documents, online courses, or webinars. You should also coach them on how to apply the information, resources, and tools to their roles and responsibilities, such as defining requirements, reviewing deliverables, or approving changes. By doing this, you can increase your stakeholders' competence and confidence.
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The key is remembering that we all started out somewhere. A lot of the greatest growth and development I've had in my career has come from the mentorship and education I've had from others. Paying it forward so to speak. Not only does it benefit you to directly increase the competence of your team for the project in hand, but it will continue to pay dividends long term. Be it colleague engagement, loyalty, retention. Or simply knowing youve helped someone along their life journey.
The fourth step is to manage your inexperienced stakeholders' expectations and demands. Expectations and demands are the desired outcomes or requirements that your stakeholders have for your project. Inexperienced stakeholders may have unrealistic or unreasonable expectations or demands, such as requesting extra features, changing the scope, or expecting perfection. You should manage their expectations and demands by setting clear and realistic expectations and boundaries, negotiating and prioritizing the scope and deliverables, and documenting and communicating any changes or issues. By doing this, you can avoid conflicts, delays, and rework.
The fifth step is to solicit and incorporate your inexperienced stakeholders' feedback. Feedback is the input or opinion that your stakeholders have on your project performance, progress, or results. Inexperienced stakeholders may have valuable feedback that can help you improve your project quality, efficiency, or effectiveness. You should solicit and incorporate their feedback by asking for their feedback regularly and respectfully, listening and acknowledging their feedback, and acting on their feedback appropriately. By doing this, you can show your stakeholders that you value and respect their opinions and contributions.
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There is great value in soliciting their feedback. While uneducated to start, by gaining their feedback, they become an advocate for the initiative. Sometimes you need just one person to become your advocate and then other stakeholders will jump on board very easily. The least knowledgeable stakeholder can be the key to pitching it to others.
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The “inexperienced” stakeholder maybe your greatest gift. Their thoughts, ideas and feedback can provide new light and new prospectives that could raise your team to new heights. Take the time to absorb the feedback from all stakeholders and try to remove your own internal biases. Each prospective has its own merits.
The sixth and final step is to celebrate and appreciate your inexperienced stakeholders. Celebration and appreciation are the recognition and gratitude that you show to your stakeholders for their involvement and support in your project. Inexperienced stakeholders may need more celebration and appreciation to feel motivated, engaged, and satisfied. You should celebrate and appreciate them by acknowledging and thanking them for their achievements, efforts, and feedback, rewarding them with incentives, gifts, or recognition, and inviting them to celebrate the project milestones and completion. By doing this, you can strengthen your relationships and loyalty with your stakeholders.
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